Application for VEET accreditation

Version 2.0 3 March 2014

The Victorian Energy Efficiency Target (VEET) scheme is a Victorian Government
initiative promoted as Energy Saver Incentive.

1 INSTRUCTIONS
A person or organisation must be accredited with the Essential Services Commission (ESC) to be eligible to
create Victorian energy efficiency certificates (VEECs) under the VEET scheme. To lodge an application for
accreditation, you must have an active VEET account. To apply for an account, use the relevant online form
available via the VEET website (www.veet.vic.gov.au).
To lodge your application:
1. Answer all questions on this form
2. Prepare all relevant supporting documentation referenced by this form
3. Create a new application for accreditation via your VEET account, and upload this form and the
supporting documentation.
The ESC will issue you an invoice for the $500 accreditation fee via email once it is satisfied that all the
necessary information has been provided.
Applicants should refer to the Explanatory Note Lodging an Application for Accreditation for assistance in
completing this form.
All information supplied by you during the application is treated as commercial in confidence.

2 APPLICANT DETAILS
Applicant details
Q1. VEET Account name:
Q3. Schedules applied for:

Q2. Contact person:

[eg. Schedules 1-10]

Reference: TRIM C/14/2

Page 1 of 21

Q4. Which sectors do you intend to undertake prescribed activities in?

Residential only:

Yes/No

Non-residential only:

Yes/No

Both residential and nonresidential:

Yes/No

3 ORGANISATION OVERVIEW
Organisation overview
Q5. What type of legal entity is your organisation?
Sole trader:

Partnership:

Public company:

Other, please specify:

Private company:

Q6. What is your organisations full legal name?

Q7. What is your organisations ABN/ACN? (if you are applying
for accreditation as a company, you must provide your ACN)
Q8. What is your organisations core business?

Provide a statement of 50 words or less that describes your

organisations core business.

Q9. How many years has your organisation been in operation?

Q10. How many staff does your organisation currently employ?
Q11. How many of those staff would be dedicated to VEET related operations (VEET staff)?
Q12. How many of your VEET staff would be based in Victoria?
Q13. Where will the remainder be based?
Q14. Once accredited, do you expect your VEET staff numbers to
change?

[Increase/stay the same/decrease]

Q15. Once you are fully operational under the VEET scheme, what percentage of your organisations
revenue do you anticipate will be derived from VEET related activity?

Q16. Describe your organisations

relevant industry experience:

Provide a statement of 100 words or less, describing your

organisations relevant experience in the industry/field relating to the
prescribed activities you have applied for. For instance, if you are
applying to undertake prescribed activities associated with water
heating, describe your organisations experience in the water heating
industry.

Reference: TRIM C/14/2

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Q17. Describe your previous VEET

experience:

Provide a statement of 100 words or less, describing your

organisations relevant experience, and/or the experience of any
relevant personnel, with the VEET scheme.

Q18. What is your target market?

Provide a statement of 50 words or less that describes the intended

target market of your organisations VEET related activities. For
instance, regional SMEs, residential homes, sporting complexes etc.

Q19. Describe the VEET related

incentive/benefit your
clients/consumers will receive:

Provide a statement of 50 words or less that describes the incentive

model your organisation intends to use when providing VEET services
(ie. will you offer free products, discounted products, free installation,
etc.?)

For each activity you are applying for:

Q20. Complete this
methodology:

(No. installers) x (estimated premises visited per month) x (estimated VEECs per
premises) = Estimated monthly VEEC creation for that activity
Leaving the breakdown in this cell, enter tally the total of all activities below.

Q21. Using the methodology above, estimate your monthly VEEC creation rate:
Q22. What products do you
intend to install?

[VEECs]/Month

Provide a list of the main product types, brands and models that your
organisation anticipates installing, if these have already been identified.

Q23. Have you entered into any forward contracts for the supply of VEECs?

Yes/No

Organisational structure
Q24. Upload either a statement or an organisation chart that provides the structure of the portion of your
organisation dedicated to VEET activities. To be deemed complete, the statement or organisation chart must
provide the following (check off items below to ensure completeness):
1. Record all roles related to VEET activities,

Y/N

2. Record the job titles of those roles,

Y/N

3. Personnel names, if these roles are currently filled, and

Y/N

4. Identify any personnel/roles based outside Victoria

Y/N

Document file name:

Page reference:

Reference: TRIM C/14/2

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Reference: TRIM C/14/2

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4 SERVICE DELIVERY ARRANGEMENTS

Service delivery arrangements
Q25. What is the nature of the commercial relationship between your organisation and the personnel who will
deliver VEET services (ie. installations) on your behalf?
Direct employees:

Yes/No

Contractor
s:

Yes/No

Other, please specify:

Q26. What are the minimum qualifications you will require of your
service delivery personnel?
Q.27. How will your service delivery personnel be remunerated?
Salary/Wage:

Yes/N
o

Commission:

Yes/No

Other, specify:

Q28. What incentives or penalties, if any, will be used to

influence the behaviour of your service delivery
personnel?
Q29. If you have already retained the service of any service
delivery companies (ie. subcontracted installation companies),
please provide the names of these companies:
Q30. If you intend to outsource any service delivery functions (ie. installation) services, will you
allow the entities to whom you outsource to subcontract that service to third parties?

Yes/No

Q31. To strengthen your application, you may also upload a copy of any contracts that you intend to use when
engaging third parties to deliver VEET services on your behalf. This question is optional, and does not go to the
question of the completeness of your application.
Document file name:

Page reference:
Exceptions

If you believe that (i) your organisation can undertake compliant VEET activities but that (ii) the questions in this
section do not apply to you because of your particular business model, please offer an explanation below.

Reference: TRIM C/14/2

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Reference: TRIM C/14/2

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5 POLICIES AND PROCEDURES

Processes and policies
To participate effectively in the VEET scheme, your organisation needs internal documentation that
specifies a number of key processes, including those associated with,

Determining the eligibility of an installation under the VEET scheme,

Compliant installation of relevant registered products, and

Decommissioning products removed as part of conducting prescribed activities.

The ESC assesses your internal documentation against the minimum requirements to determine both your
comprehension of the scheme requirements and your organisations level of preparedness to participate
in a compliant manner.
Beyond some minimum requirements, the style and detail of this documentation is a matter for your
organisation to decide, based on your needs and the scale of your operations. For instance, you might
have a single operations manual that covers all aspects of your organisations business, or you might use a
set of discrete process documents, or some other arrangement entirely. Whatever approach you take, the
ESC must assess whether your documentation meets the minimum requirements.
In each case, the minimum requirements are determined by referring to the relevant sections of the
Regulations and the Explanatory Note Compliance Requirements for Accredited Persons by Prescribed
Activity. When the ESC assesses your documentation, they will be checking to ensure that each relevant
item listed in these two source documents is accounted for.
To illustrate this with an example, if you are intending to replace 12V halogen downlights with MR16 LED
downlights, the relevant section of the Regulations is Schedule 21C, which stipulates that the replacement
LED lamp must be compatible with the control gear (transformer) used with the replaced halogen lamp.
This means your documentation must reference the fact that your installers will need to ensure that the
lamps they install are compatible with the existing transformers.
In the remainder of this section, you will need to answer some specific questions relating to your
operations, as well as provide references to the parts of your internal documentation which address certain
key processes. The documents you reference will need to be uploaded to the VEET website along with this
application form.
Lead generation methods
Q32. What lead generation methods will your organisation use?
Telemarketing (in
house):

Yes/N
o

Telemarketing (third party):

Yes/N
o

Door knocking:

Yes/N
o

Existing client networks:

Yes/N
o

Television advertising:

Yes/N
o

Print advertising:

Yes/N
o

Reference: TRIM C/14/2

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Other (please specify):

Q33. If you have already retained the service of any lead
generation companies (ie. subcontracted telemarketing
companies), please provide the names of these companies:
Q34. If you intend to outsource any lead generation services, will you allow the entities to
whom you outsource to subcontract that service to third parties?

Yes/No

Eligibility
Q35. Upload the step by step process that your organisations representatives will use to ascertain the
eligibility of potential clients (ie. consumers) to receive VEET services. To be deemed complete, your
process must meet the following requirements:
1. The process must be included in internal documentation designed to be used by your
service delivery personnel,

Y/
N

2. The process must cover any relevant eligibility requirements stipulated by the VEET
Regulations, for each prescribed activity for which you are applying,

Y/
N

3. The process must cover the eligibility requirements stipulated by the Explanatory Note
Compliance Requirements for APs by Prescribed Activities for each prescribed activity for
which you are applying.

Y/
N

Document file name:

Page reference:

Installation
Q36. Upload the step by step process that your organisations representatives will use to conduct
compliant installations under the scheme. To be deemed complete, your process must meet the following
requirements:
Note: the process does not need to cover all technical aspects of conducting installations, but simply the
steps taken to ensure compliance with VEET requirements is achieved.
1. The process must be included in internal documentation (eg. an operations manual)
designed to be used by your service delivery personnel,

Y/
N

2. The process must make reference to how the installer will comply with the relevant activity
requirements defined by the VEET Regulations, for each prescribed activity for which you
are applying,

Y/
N

3. The process must make reference to how the installer will comply with the relevant activity
requirements set out in the Explanatory Note Compliance Requirements for APs by

Y/
N

Reference: TRIM C/14/2

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Prescribed Activities for each prescribed activity for which you are applying.
Document file name:

Page reference:

Decommissioning
Q37. Upload the step by step process that your organisation will use to decommission products removed
as part of conducting prescribed activities. To be deemed complete, your process must meet the following
requirements:
Note that if none of the prescribed activities for which you are applying require that a product be
decommissioned, you do not need to provide a decommissioning process and this will not impact on the
assessment of the completeness of your application.
1. The process must be included in internal documentation designed to be used by your
service delivery personnel,

Y/
N

2. The process must include the practical steps followed by relevant personnel for physically
removing, transporting and storing the products to be decommissioned (unless they are
decommissioned in situ),

Y/
N

3. The process must include the practical methods used to decommission the products,

Y/
N

4. The process must include the practical steps taken to source and retain documentary
evidence of decommissioning (eg. recycling/scrap metal receipts evidencing weight of
products decommissioned).

Y/
N

Document file name:

Page reference:

Stock management
Q38. How will you source the products that your service delivery personnel will install?
In bulk:

Yes/No

Per job basis:

Yes/No

Other, specify:

Q39. What personnel will be responsible for inventory management?

Q40. What personnel will have access to your stock inventory?
Q41. How will stock be distributed to
work sites?

Provide a statement of 200 words or less, describing the practical

steps by which stock is allocated and then transported to the
installation sites.

Reference: TRIM C/14/2

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Q42. How will stock be reconciled?

Provide a statement of 200 words or less, describing the practical

steps by which stock is reconciled. Reconciliation refers to the
method by which your organisation will trace and match up
outgoing, installed and returned stock.

Q43. Upload any administrative tools, such as a reconciliation template, that your organisation will use to
reconcile stock. This question is optional, and does not go to the question of the completeness of your
application.
Document file name:

Page reference:
Exceptions

If you believe that (i) your organisation can undertake compliant VEET activities but that (ii) the questions
in this section do not apply to you because of your particular business model, please offer an explanation
below.

Consumer management
Q44. What is your after sales service
process?

Provide a statement of 200 words or less that describes

what after sales service (if any) your organisation will provide
to energy consumers (whether residential or commercial).

Q45. What is your complaints handling

process?

Provide a statement of 200 words or less that describes the

process your organisation will use to handle complaints. To
be deemed complete, your answer must address both (i)
complaints regarding the products your representatives
installed and (ii) complaints regarding the conduct of your
representatives.

Q46. What is your process for handling

refund requests?

Provide a statement of 200 words or less that describes the

process your organisation will use to handle cases in which
energy consumers request a refund. To be deemed
complete, your answer must reference what will happen to
the VEEC claim associated with that installation.

Q47. What are your processes for

communicating information about products
and associated warranties to consumers?

Provide a statement of 200 words or less that describes

how information about the product and any associated

Reference: TRIM C/14/2

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warranties is communicated to energy consumers. To be

deemed complete, your answer must reference who will
provide the information, and when (in the context of the
engagement/installation processes).
Q48. Do you intend to sell, pass on, or otherwise use customer information for purposes not
associated with VEET?

Q49. What is your process for ensuring

compliance with Australian Consumer Law?

Yes/N
o

Provide a statement of 200 words or less describing your

organisations process for complying with Australian
consumer law (ACL)

Q50. Upload a copy of your organisations privacy policy. To be deemed complete, your privacy policy
must make reference to how consumer information is handled from the perspective of your obligations
under Australian privacy legislation.
Document file name:

Page reference:
Exceptions

If you believe that (i) your organisation can undertake compliant VEET activities but that (ii) the questions
in this section do not apply to you because of your particular business model, please offer an explanation
below.

Reference: TRIM C/14/2

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6 RECORD KEEPING
Record keeping
Policy
Q51. Upload a statement of 1000 words or less describing your organisations record keeping policy. To
be deemed complete, you statement must include reference to the methods of collecting and storing
relevant information associated with the following:
1. Installations (ie. assignment forms)

Y/
N

2. Decommissioning (including internal records and any third party receipts)

Y/
N

3. Stock management (including stock reconciliation and purchase invoices)

Y/
N

4. Audits conducted by your organisation

Y/
N

5. Use of job numbers, or similar tool, to reconcile documents associated with individual
installations

Y/
N

6. Security, user access, and backup

Y/
N

7. Employees (ie. records such as contracts, ID, police checks, training certification etc.)

Y/
N

8. Whether records are kept in hard or soft copy (or both).

Y/
N

Document file name:

Page reference:

Reference: TRIM C/14/2

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7 COMPLIANCE AND QUALITY ASSURANCE (QA)

Compliance and quality assurance (QA)
Q52. What personnel are responsible for compliance and quality
assurance?
Q53. What verification methods (ie. field or phone
audits) will your organisation employ to ensure
compliance with VEET requirements?

Provide a statement or list of 250 words or less,

describing the systems your organisation will use to
monitor VEET compliance.

Q54. What percentage of installations will be phone audited?

Q55. What percentage of installations will be field audited?

Q56. How will the audit sample be selected?

Provide a statement of 100 words or less, describing

how your organisation will select a sample to audit.

Q57. If you intend to outsource any aspect of

your compliance and quality assurance
activities, please provide details of your
intended arrangements.

Provide a statement of 100 words or less, describing

any planned outsourcing of compliance and quality
assurance activities.

Q58. If you intend to outsource any compliance or quality assurance activities, will you allow
the entities to whom you outsource to subcontract that service to third parties?
Q59. What validation methods are applied to
data before being uploaded to the VEET
website?

Yes/No

Provide a statement of 250 words or less, describing

any data validation methods your organisation will use
(eg. automated risk flags, methods to track installer
installation patterns, etc.)

Q60. Upload a copy of your organisations phone and field audit scripts, if applicable. To be deemed
complete, your scripts must include all the minimum questions stipulated by the relevant Explanatory Note,
available from the Publications page of the VEET website. This question is considered applicable if any of
the prescribed activities for which you are applying have associated audit script requirements listed in the
relevant Explanatory Note.
I have uploaded a copy of my organisations phone audit script:
Document file name:

[Yes/No/n/a]
Page reference:

Reference: TRIM C/14/2

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I have uploaded a copy of my organisations field audit script:

Document file name:

[Yes/No/n/a]
Page reference:

Further supporting material

Q61. To strengthen your application, you may also upload a copy of any internal policies or operational
manuals related to compliance and quality assurance. This question is optional, and does not go to the
question of the completeness of your application.
Document file name:

Page reference:
Exceptions

If you believe that (i) your organisation can undertake compliant VEET activities but that (ii) the questions in
this section do not apply to you because of your particular business model, please offer an explanation
below.

Reference: TRIM C/14/2

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8 TRAINING & DEVELOPMENT

Training & development
Provide a statement of 200 words or less describing how your
organisations internal training will be delivered. To be deemed
complete, the statement must make reference to:
Q62. What is your internal
training delivery model?

Q63. What externally provided

training will your service
delivery personnel receive?

1. How the training will be delivered

2. Who will deliver the training (including their
qualifications/experience to do so)
3. Any testing or assessment that will be conducted at the
conclusion of the training
Provide a statement of 200 words describing any externally provided
training that service delivery personnel will receive (if any), including
mandatory safety training (if required).

Q64. Upload a copy of the internal training material your organisation will use to train service delivery
personnel (ie. the personnel conducting installations). To be deemed complete, your training material must
cover the following topics, at a minimum, as relevant to your nominated prescribed activities:
1. The fundamental design and operation of the VEET scheme, including
a. the role of the ESC, Accredited Persons, and Relevant Entities, and
b. an explanation of the key concepts of prescribed activity, assignment of rights and
VEEC,
2. The process your service delivery personnel must use to determine a client/consumers
eligibility to participate in the scheme

Y/
N
Y/
N

3. The process your service delivery personnel must use to ensure they conduct a compliant
installation
4. The process your service delivery personnel must use to fulfil any relevant compliance
requirements, such as those related to decommissioning and record keeping,

Y/
N
Y/
N

5. Any relevant information about the products/technology that your service delivery personnel
should be equipped with,

Y/
N

6. The process your service delivery personnel must use when receiving and handling
assignment forms.

Y/
N

Document file name:

Page reference:

Reference: TRIM C/14/2

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9 DOCUMENTS TO BE SUPPLIED
Documents to be supplied
Evidence of authority to sign
Q65. Prepare a document demonstrating evidence of authority to sign. For companies this would be a
copy of the ASIC Company Extract along with a letter on the company letterhead indicating the person
lodging the application has the authority to sign on behalf of the company. For individuals this requirement
would be satisfied by a certified copy of the applicants drivers license or passport.
Document file name:

Page reference:

Undertaking
Q66. Prepare a letter of undertaking using the pro forma at the end of this form. This is a legally binding
agreement not to claim any benefit under a prescribed greenhouse gas scheme if that would result in a
benefit being obtained under both that scheme and the VEET scheme in respect of the same activity.
Document file name:

Page reference:

Letter of consent
Q67. Prepare a letter of consent to release information to the NSW Independent Pricing and Regulatory
Tribunal (IPART). A template is provided at the end of this form.
Document file name:

Page reference:

Mandatory insurance
Q68. To participate in the VEET scheme, you must have the required insurance coverage: public liability
insurance cover of at least $5m, and insurance cover for products liability (covering the replacement and/or
rectification of customers' property damaged as a result of work performed by the accredited person) of at
least $5m.
Document file name:

Page reference:
The certificate of currency is valid until:

DD/MM/YY

Assignment form(s)

Reference: TRIM C/14/2

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Q69. I have uploaded copies of assignment forms for each of the prescribed activities for
which I am applying (for applications to undertake commercial lighting upgrades, this
includes copies of other relevant documentation such as the AS/NZS 1680 Compliance
Declaration):
Assignment form medium:

Yes/No

[Paper/electronic]

Leave behind material

Once an installation has occurred, the consumer or authorised signatory must be provided with a copy
of the assignment form or another document that shows:
the assignment date;

specific details of the quantity and type of goods and services provided at the premises;

the type and amount of benefit provided in exchange for the assignment of a right to create
certificates in respect of the prescribed activity;

the name of the accredited person;

the name of the individual undertaking the activity; and

(if different from the accredited person) the organisation the individual works for.

Q70. What will be provided to the consumer, a copy of the assignment

form or another document that fulfils the above requirements?
Q71. If you have selected other document, how will the material
be provided to the consumer? (When assessing your application
for completeness, your answer to this question will only be
considered if you have selected other document above.)

[assignment form/other
document]
Provide a statement of 50 words
describing how and when the
material will be provided to the
consumer.

Q72. If you have selected other document, please upload a copy of the material that will be provided to
the consumer. (When assessing your application for completeness, your answer to this question will only
be considered if you have selected other document above.)
Document file name:

Page reference:

Reference: TRIM C/14/2

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10

LETTER OF UNDERTAKING
[PRINT ON COMPANY LETTERHEAD]

VICTORIAN ENERGY EFFICIENCY TARGET ACT 2007, SECTION 10(2)

UNDERTAKINGS BY APPLICANT TO BECOME AN ACCREDITED PERSON

These undertakings are given to the Essential Services Commission by:

[Company Name
ABN
Company Address]

(the Applicant)

Definitions
benefit means a benefit as defined in section 10(3) of the Victorian Energy Efficiency Target Act
2007.
ESC means the Essential Services Commission established under section 7 of the Essential Services
Commission Act 2001.
prescribed greenhouse gas scheme means a prescribed greenhouse gas scheme as defined in
section 3 of the Victorian Energy Efficiency Target Act 2007.
protected information means information that is provided to the administrator of the prescribed
greenhouse gas scheme of which is not publicly available.
VEEC means a certificate means created under Division 3 of the VEET Act.
VEET Act means the Victorian Energy Efficiency Target Act 2007.

Undertakings

Reference: TRIM C/14/2

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2.1

2.2

The Applicant will, as soon as reasonably practicable after becoming a scheme participant in a
prescribed greenhouse gas scheme:
(a)

notify the ESC of that fact; and

(b)

provide to the ESC evidence in writing that the Applicant has agreed with the administrator of
the prescribed greenhouse gas scheme for the administrator of the prescribed greenhouse
gas scheme to divulge or communicate to the ESC:
(i)

protected information concerning the Applicant; and

(ii)

any other information held by the administrator of the prescribed greenhouse gas
scheme.

The Applicant will not claim, while a participant in a prescribed greenhouse gas scheme, a benefit
under that scheme if a VEEC has been created in respect of the same activity.

Signed for and on behalf of

[Company Name]

[Name]

[Title]

[Company Name]

)
Signature

in the presence of

Witness Name
Dated:

Signature of Witness
/

Reference: TRIM C/14/2

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11

LETTER OF CONSENT TO RELEASE INFORMATION

[PRINT ON COMPANY LETTERHEAD]

<DATE>

Victorian Energy Efficiency Target Scheme Administrator

Essential Services Commission
Level 37, 2 Lonsdale Street
MELBOURNE VIC 3000

Cc: Energy Savings Scheme Administrator

Independent Pricing and Regulatory Tribunal
Level 8, 1 Market Street
SYDNEY NSW 2000
Consent for Victorian Energy Efficiency Target Scheme Administrator to release information to Energy
Savings Scheme Administrator
I, <insert name>, as an authorised representative of <insert company name>, give consent to the Essential
Services Commission, as Administrator of the Victorian Energy Efficiency Target (VEET), to provide the
following information to the Independent Pricing and Regulatory Tribunal (IPART) in its capacity as
Administrator of the Energy Savings Scheme (ESS):
1. The specific details of <insert company name>s VEET accreditation including the approved activities
covered by the accreditation.
2. Numbers of Victorian energy efficiency certificates (VEECs) created under this VEET accreditation
for any period(s) requested by IPART.
3. Any other information concerning <insert company name>s VEET accreditation that IPART may
request in its assessment of <insert company name>s application for accreditation under the ESS
and/or ongoing compliance with the requirements of the ESS.

Yours faithfully,

<Name>
<Job Title>
<Insert company name>
<Date>

Reference: TRIM C/14/2

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Document version history

Version
Amendments
V 1.0
Original document developed for pilot
V 2.0
Amended for public release.

Effective date
2 January 2014
3 March 2014

Reference: TRIM C/14/2

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